CSE
Professional LevelSub-Professional Level
Practice Exams

Filing Systems & Records Management (Sub-Professional)

Orderly record-keeping is the backbone of government efficiency.

Sa madaling salita: Ito ay tungkol sa kung paano itinatago at inaayos ang mga dokumento sa gobyerno para madali itong mahanap pag kailangan na.

Part 1: Main Types of Filing Systems

There are several ways to categorize and store information depending on the office's needs.

A. Alphabetic Filing (A-Z)

Inaayos base sa pangalan ng tao o kumpanya.

  • Government Example: 201 Files (Personnel records).
  • Rationale: Pinaka-common ito. Naka-arrange ang files base sa apelyido.

B. Numeric Filing (1, 2, 3...)

Inaayos base sa numero.

  • Key Requirement: Kailangan nito ng alphabetic index (parang logbook) para malaman kung anong numero ang para sa anong pangalan.
  • Spotlight: Terminal Digit Filing: Binabasa ang numero mula kanan pabalik sa kaliwa.
    • Example: # 85-13-24. Unang titingnan ang drawer #24.

C. Geographic Filing

Inaayos base sa lokasyon (Region, Province, City).

  • Example: Land surveys ng DENR.

D. Subject Filing

Inaayos base sa paksa o topic.

  • Example: Folders para sa "Budget", "Infrastructure", o "Leave Applications".

Part 2: The 5 Steps of Filing

Tandaan ang workflow: "I Can Code, Sort, & File!"

  1. Inspect: I-check kung may "release mark" o pirma na pwede na itong itago.
  2. Index: Mag-isip: "Saan ko ito dapat ilagay para mahanap ko uli?"
  3. Code: Sulatan o markahan ang dokumento ng kanyang category.
  4. Sort: Pagpangkat-pangkatin muna ang mga magkakasama (ex: lahat ng 'A' pagsamahin) bago pumunta sa cabinet.
  5. File: Ipasok na sa tamang folder.

Filing System Notes to Remember

  • Alphabetic filing is best when names are the main identifier.
  • Numeric filing is useful when records have ID numbers, case numbers, or account numbers.
  • Geographic filing works well when the office handles records by location.
  • Subject filing is best when documents are grouped by topic or function.
  • Terminal digit filing spreads files more evenly across drawers because the last digits are used first.

Common Clerical Terms

  • Cross-reference: A note that points the user to another filing location or name.
  • Out guide: A placeholder that shows a file has been removed.
  • Retention period: The length of time a record must be kept before disposal.
  • Archives: Records kept for long-term historical or legal value.

Part 3: Records Life Cycle

All records go through a predictable cycle from creation to final disposal.

Base sa R.A. 9470 (National Archives Act):

  • Archived: Itatago nang matagal kung may historical value.
  • Destroyed: Sisirain (shredding) kung lipas na ang "retention period" o hindi na kailangan.

Why Records Management Matters

  • It keeps documents easy to find.
  • It reduces duplication and confusion.
  • It helps an office respond faster to requests.
  • It protects important records from loss or damage.

Quick Review Table

System Main Basis Best For
Alphabetic Names Personnel files, client folders
Numeric Numbers IDs, accounts, case records
Geographic Place Regional or location-based records
Subject Topic Office functions and projects

Practice Questions

1. A hospital organizes records by patient number for privacy. Which system is this? A. Alphabetic B. Numeric Answer: B. Rationale: Numeric system ang gamit kapag ID number o account number ang identifier.

2. What step follows Indexing? A. Inspecting B. Coding C. Sorting Answer: B. Rationale: Matapos mong isipin kung saan ilalagay (Index), kailangan mo itong markahan (Code).

3. What do you call the marker placed when a folder is borrowed? A. Cross-Reference B. Out Guide Answer: B (Out Guide). Rationale: Ito ay parang placeholder para alam kung sino ang kumuha ng file.

4. Which filing system is best when records are grouped by province or city? A. Subject B. Geographic C. Numeric D. Alphabetic Answer: B (Geographic). Rationale: Lokasyon ang basis ng arrangement.

5. In terminal digit filing, which part of the number is read first? A. The first digit on the left B. The middle digit C. The last digits on the right D. The name attached to the file Answer: C. Rationale: Mula kanan papuntang kaliwa ang basihan.

Tip: Numeric filing is best for large volumes of documents. (Ang numeric filing ang pinaka-okay kapag sobrang dami na ng records.)